280 - Mapping Your Workflows with AI: A Guide to Business Function Charts

Written By Guest User

Khalil and Martin kick off a new series on building business function charts—starting with the foundational step: mapping your workflows. Using a real-world example from Martin’s sprinkler company, they walk through how to visualize your business processes, identify bottlenecks, and turn chaos into clarity. By learning to map how work actually flows through your operations, contractors and small business owners can improve communication, streamline execution, and lay the groundwork for scalable systems.

What You’ll Learn

  • The difference between org charts and function charts—and why both matter

  • How to map workflows that clearly show how work moves through your business

  • Why visualizing processes helps you manage better and reduce confusion

  • How tools like Kanban boards and AI can simplify workflow design

  • Practical steps to turn mapped workflows into functional business systems


Time Stamps

  • 00:54 - Episode Intro

  • 02:20  -Understanding Business Function Charts

  • 03:12  -Real-World Workflow Example: Sprinkler Company

  • 17:54  -Job Scheduling and Preparation

  • 19:49  -Execution and Completion

  • 23:08  -Creating Workflows with AI

Snippets from the Episode

  • “Everyone has workflows. Work is flowing through your business if you’re in business. But just like you said, the visual is so helpful for understanding where things actually are.” — Khalil

  • “When we had the sprinkler company, we literally had a Kanban table before software existed. Every job was a packet that moved from one step to the next. You could walk in and see exactly where everything was.” — Martin

  • “You can spend an hour with AI and map out your entire workflow—then clearly see what your business actually does.” — Khalil

  • “You should be using AI in this capacity. It’s a thought partner—it helps you think through your processes, not just write emails.” — Khalil

Key Takeaways

  1. Map Before You Manage – You can’t improve what you can’t see.

  2. Visualize Workflows – Kanban systems make progress visible and predictable.

  3. Leverage AI – Use tools like Claude or ChatGPT to build, test, and refine workflows.

  4. Clarify Functions – Define what your business actually does, not just who does it.

  5. Lay the Foundation – Workflow clarity is the first step to scalable systems and future function charts.

Resources

  • 24 Things Construction Business Owners Need to Successfully Hire & Train an Executive Assistant

  • Schedule a 15-Minute Roadblock Call

  • Check out OpenPhone

  • Build a Business that Runs without you. Explore our GrowthKits 

  • Need Marketing Help? We Recommend Benali

  • Need Help with podcast production? We recommendDemandcast

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Subscribe to The Cashflow Contractor podcast for more insights on building a profitable contractor business. Leave a review if this episode helped you rethink your hiring approach. Visit cashflowcontractor.com for more resources and past episodes.


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279 - Buying the Business You Work For: Turning Experience into Ownership with Shaun Sykes